OFFICE MANAGER

JOB DESCRIPTION: OFFICE MANAGER

JOB TITLE: Office Manager

EMPLOYER: Auto Fit USA LLC

DEPARTMENT: All DEPARTMENTS

REPORTS TO: Upper Management

SUMMARY: Manages and coordinates office and warehouse operations and activities.

OFFICE MANAGER DUTIES AND RESPONSIBILITIES:

• Manages and organizes office operations and procedures including but not limited to bookkeeping, payroll, information management, filing systems, supplies, and staffing.
• Orders and maintains office supplies and inventory.
• Maintains office equipment; negotiates and monitors purchase and lease contracts.
• Analyzes and maximizes office productivity.
• Establishes, modifies, implements, and monitors systems and procedures to enhance timely and efficient workflow.
• Develops and manages a central filing system including archives and vendor files.
• Establishes and monitors uniform correspondence procedures and style practices.
• Develops and monitors office budget; ensures office activities are conducted within budgetary restrictions; initiates cost reduction programs.
• Manages office(s) security system.
• Prepares reports and correspondence as needed.
• Negotiates and maintains contracts with outside vendors.
• Manages office petty cash fund and reimbursement procedures.
• Assists with general clerical/administrative duties as needed including but not limited to answering phones, filing, preparing correspondence and memoranda, faxing, copying, and mailing.
• Hires, trains, supervises, motivates, and develops office staff; manages schedules and workflow.
• Assigns duties and monitors quality of work; assures staff conforms to organizational policies and procedures and government regulations.
• Provides day-to-day guidance and oversight of subordinates; actively works to promote and recognize performance.
• Keeps up to date on overall activities of the team, identifying problem areas and taking corrective actions.
• HR generalist and some HR activates
• Safety and OSHA 300 compliance
• Performs other related duties as assigned by management.

OFFICE MANAGER SUPERVISORY RESPONSIBILITIES:

• Directly supervises 20 employees within the 5 department(s).
• Indirectly supervises 200 employees within the 5 department(s).

• Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.

• Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems

OFFICE MANAGER QUALIFICATIONS:

• Bachelor's degree (B. A.) or equivalent, two to four years related experience, or equivalent combination of education and experience.
• Basic competence in duties and tasks of supervised employees.
• Excellent verbal and written communication skills.
• Commitment to excellence and high standards.
• Strong organizational, problem-solving, and analytical skills; able to manage priorities and workflow.
• Ability to work independently and as a member of various teams and committees.
• Acute attention to detail.
• Ability to deal effectively with a diversity of individuals at all organizational levels.
• Good judgment with the ability to make timely and sound decisions
• Demonstrated ability to plan and organize projects.
• Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm.
• Proficient in HR platform, Training videos program, Microsoft Office
• Must be able to speak, read, write, and understand the primary language(s) used in the workplace.
• Bilingual skills are a plus.

OFFICE MANAGER COMPETENCIES:

• Problem Solving Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem-solving situations; Uses reason even when dealing with emotional topics.
• Delegation Delegates work assignments; Matches the responsibility to the person; Gives authority to work independently; Sets expectations and monitors delegated activities; Provides recognition for results.
• Leadership Exhibits confidence in self and others; Inspires and motivates others to perform well; Effectively influences actions and opinions of others; Accepts feedback from others; Gives appropriate recognition to others.
• Managing People Includes staff in planning, decision-making, facilitating, and process improvement; Takes responsibility for subordinates' activities; Makes self-available to staff; Provides regular performance feedback; Develops subordinates' skills and encourages growth; Solicits and applies customer feedback (internal and external); Fosters quality focus in others; Improves processes, products, and services; Continually works to improve supervisory skills.
• Quality Management Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness.
• Business Acumen Understands business implications of decisions; Displays orientation to profitability; Demonstrates knowledge of market and competition; Aligns work with strategic goals.
• Cost Consciousness Works within approved budget; Develops and implements cost-saving measures; Contributes to profits and revenue; Conserves organizational resources.
• Motivation Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated risks to accomplish goals.
• Planning/Organizing Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
• Quality Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
• Quantity Meets productivity standards; Completes work in a timely manner; Strives to increase productivity; Works quickly.
• Innovation Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas; Presents ideas and information in a manner that gets others' attention.

OFFICE MANAGER PHYSICAL DEMANDS AND WORK ENVIRONMENT

• Continually required to stand

• Continually required to walk
• Continually required to sit
• Continually required to utilize hand and finger dexterity
• Continually required to talk or hear
• Occasionally required to lift/push/carry items less than 25 pounds
• Continually loud noise (examples: metal can manufacture, large earth-moving equipment)
• Continually very loud noise Phones

OFFICE MANAGER BENEFITS

• Vacation
• PTO
• Medical, Vision, Dental Insurance
• 401K
• Employees Discounts